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Privacy Pia Ice Webrms DHS Privacy Documents for Department-wide Programs 08-2012

Privacy Pia Ice Webrms DHS Privacy Documents for Department-wide Programs 08-2012

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Published by Constitutionalist
DHS Privacy Documents for Department-wide Programs 08-2012
DHS Privacy Documents for Department-wide Programs 08-2012

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Published by: Constitutionalist on Aug 09, 2012
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01/08/2014

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Privacy Impact Assessmentfor the
Federal Protective Service Dispatch andIncident Record Management Systems
September 16, 2009
Contact PointGary SchenkelDirector, Federal Protective ServiceU.S. Immigration and Customs Enforcement(202) 732-8000Reviewing OfficialMary Ellen CallahanChief Privacy OfficerDepartment of Homeland Security(703) 235-0780
 
Privacy Impact Assessment
 ICE, FPS Dispatch and Incident Management SystemPage 2
Abstract
 
This Privacy Impact Assessment (PIA) describes U.S. Immigration and Customs Enforcement’sFederal Protective Service (FPS) Dispatch Operations Log, Web Record Management System, andDictaphone Police Report Recorder, collectively referred to as the FPS Dispatch and Incident RecordManagement Systems. FPS uses these systems to track the daily activities of its officers and to performcase management for the offenses and incidents that occur in and around the Federal facilities that FPSsecures. ICE is conducting this PIA because these systems collect personally identifying information(PII) about members of the public.
Overview
FPS owns and operates three systems that support the communication and reporting of dailyactivities, incidents, and offenses in and around Federal buildings and facilities protected by FPS: (1) theDispatch Operations Log, (2) Web Record Management System (WebRMS), and (3) the DictaphonePolice Report Recorder. FPS is an operational component within U.S. Immigration and CustomsEnforcement (ICE) that provides law enforcement and security services to more than 8,800 Federalfacilities nationwide. The FPS mission is to render Federal properties safe and secure for Federalemployees, officials, and visitors in a professional and cost effective manner by deploying a highlytrained and multi-disciplined police force.FPS carries out a variety of responsibilities in support of this mission, such as providing contractsecurity guard services, crime prevention seminars, facility security surveys, operational and lawenforcement support for special events, and conducting investigations into suspected criminal activity,including threats against employees, visitors or Federal property. To perform these activities, FPSemploys Security Officers (i.e., contract guards), FPS Officers, and Criminal Investigators. The FPSOfficers manage and supervise the Security Officers who primarily staff the security check points of theFederal facilities. The Criminal Investigators investigate serious crimes committed in and around Federalfacilities.Nationwide FPS field operations are coordinated through centralized command and controlfacilities called MegaCenters, which report to FPS Headquarters in Washington, D.C. FPS operates fourMegaCenters that service the eleven regional FPS offices around the United States. Each MegaCenter hasits own General Support System, which consists of a mission specific application network, an officeautomation network, a radio network and a video network. The General Support System allows theMegaCenters to provide regional alarm monitoring, dispatching, and criminal investigations reporting forthe Federal facilities in their assigned areas.While on duty, FPS Officers and Security Officers use hand-held radios or telephones to report arange of daily activities to MegaCenter Dispatchers in real time. As the information is received from theofficers, the Dispatchers enter it into the MegaCenter’s Dispatch Operations Log (DOL), an applicationthat creates a continuous, chronological log for the facilities in its region. Typical DOL entries includereports of officers coming on or going off duty, reports of an individual officer’s location at a given time,
 
Privacy Impact Assessment
 ICE, FPS Dispatch and Incident Management SystemPage 3
and all offenses and incidents reported during a shift. Incidents include occurrences such as an alarmactivation at a facility, reports of lost property, and injuries occurring on the premises. Offenses includecivil and criminal violations of law against employees, visitors, and Federal property, such as theft,threats, assault and vandalism.The DOL entries contain any PII reported by officers in the field to the MegaCenter relevant tothe reported event or occurrence. For example, a DOL entry about a slip and fall on Federal property maycontain the name of the injured individual and whether he or she was transported to the hospital. DOLentries about offenses may include personal information about witnesses, victims and suspects. EachDOL resides on the respective MegaCenter’s General Support System and is not linked to any systemoutside of the MegaCenter.When FPS Officers and Security Officers report an event that is an incident or offense, they arealso required to create a separate report in the FPS nationwide incident/offense reporting system known asWebRMS. To do so, they request a WebRMS case control number (CCN) from the MegaCenterDispatchers at the time they report the offense/incident for recording into DOL. The Dispatcher createsthe WebRMS case record for that particular offense/incident, obtains the DOL-generated CCN, andprovides the CCN to the reporting officer in the field. The officers are then responsible for completing amore detailed report of the incident/offense in WebRMS. WebRMS has specific data fields that must becompleted as well as a narrative field in which the officers can provide general information and adescription of what occurred. FPS Officers complete the report by logging into WebRMS. FPS SecurityOfficers do not have WebRMS accounts and cannot enter their reports directly into the system, so theycomplete them telephonically using the MegaCenter’s Dictaphone Police Report Recorder (DRR). Usingthe CCN provided by the Dispatcher, the FPS Security Officers follow prompts over the telephone anddictate their report into DRR, which records the information. Later, MegaCenter personnel retrieve andtranscribe the dictated reports and manually enter the information into the appropriate WebRMS record.FPS supervisors review all WebRMS records for accuracy, situational awareness and follow-up, if necessary.WebRMS incident/offense reports are updated if there is an investigation or additionalinformation about the incident/offense is received. All reports are ultimately either closed or referred forinvestigation to FPS Criminal Investigators or local law enforcement authorities. WebRMS and DRR donot reside on the MegaCenters’ General Support Systems, and they are not linked to any systems outsideof FPS.If the Social Security number (SSN) is collected from an individual (SSNs are always collected if there is an arrest), it is used to identify the individual and to perform record checks in Federal governmentlaw enforcement information systems such as the National Crime Information Center (NCIC).

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